LIBRARY ADVISORY BOARD                                                                                                  UNAPPROVED           

REGULAR MEETING MINUTES

DECEMBER 2, 2008

 

Session 08-11 a Regular Meeting of the Library Advisory Board was called to order on December 2, 2008 at 6:03 pm by Chair Michael Hawfield at the Homer City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:          BOARDMEMBERS WAGNER, LORD, HAWFIELD, SEAMAN, FAULKNER, LARSON

 

ABSENT:           LIBRARY DIRECTOR HILL (EXCUSED), BOARDMEMBER MARTIN

 

STAFF:             DEPUTY CITY CLERK KRAUSE

                        CITY MANAGER WREDE

                       

Approval of the Agenda

 

Chair Hawfield called for a motion to approve the agenda.

 

LORD/FAULKNER – MOVED TO APPROVE THE AMENDED AGENDA.

 

There was no discussion.

 

The agenda was approved by consensus of the Boardmembers.

 

Public Comments Regarding Items on the Agenda

 

Mr. Frank Vondersaar commented on the issue of using jump drives and after speaking with Library Director Hill it was agreed that he would leave the issue in her hands to discuss with the City’s IT personnel. He then mentioned the new activities that were held in November by the Friends, Dungeons and Dragons and the Chess Circle that had a good showing for the first meeting. These will be monthly events held at the library through the winter.

 

He then stated that on Sunday the Friends decorated the Library for the Holidays.

 

Reconsideration

 

There were no items for reconsideration.

 

Approval of the Minutes

 

A.                  Regular Meeting Minutes from November 4, 2008 

 

Chair Hawfield requested a motion to approve the minutes.

 

LORD/FAULKNER – moved to aPPROVE the minutes.

 

Comments were noted that the minutes were in the packet backwards.

 

The minutes were approved by consensus of the Boardmembers.

 

Visitors and Communications

 

A.         Friends Report –  

 

Boardmember Lord did not reach any members of the Friends. She did note that the next meeting was scheduled for December 10th and due to her scheduling conflicts would not be in attendance. She urged the remaining members to attend the meeting.

 

B.         Visitors/Staff Report -

 

City Manager Wrede responded to the Memorandums he received from Chair Hawfield on behalf of the Library Advisory Board and wanted to respond in person to their questions and concerns. He noted that a meeting was conducted between Public Works Director Meyer, Library Director Hill and himself a short time ago and it was determined that miscommunication and the lack of communication has caused most of the prevailing issues. However, it was agreed that the signs for the parking lot would be installed soon. Library Director Hill gave Public Works Director Meyer a map of the locations. They also discussed the landscaping issues and agreed to meet after the first of the year to determine priorities and outline duties, and responsibilities. It was agreed that any directives from the Boardmembers would go through Library Director Hill and then through proper protocol and procedures for appropriation of any funds required and direction of Public Works staff to implement these would be requested by Library Director Hill through Public Works Director Meyer.

City Manager Wrede did note that the landscaping funds were included in the Library budget. He also commented that if it was the goal to have Public Works staff to takeover maintenance of the gardens then administration needed to address that now in the budget.

 

There was a brief discussion on using summer personnel to attend to the Library gardens ½-1 day each week in the summer. If this is the case then Administration may have to look at hiring additional personnel in the summer, as they cannot handle the current workload. He further explained that it would have to go before the City Council to spend the money on something else since these funds were designated for landscaping that was cut from the original budget.

 

Boardmember Wagner expressed that each person involved has an opinion as what should be done with each area and that has led to some of the confusion.

 

There was a brief discussion on the benches and fencing that were requested. Boardmember Wagner clarified for the city manager the intent and placement of the benches and fencing. City Manager Wrede explained that the fencing was cost prohibitive, eating up the majority of the remaining funds. He did note that there would be funds left over from the construction budget and the Boardmembers should discuss replacing something else that was cut out of the original budget for those funds.

 

City Manager Wrede then answered questions from the Boardmembers and in particular responded that he would express the Boardmembers concern over the energy usage of the Library to the city consultant, Mr. Brian Hirsh. He will inform Mr. Hirsh that the Library Advisory Board would welcome his or a representative of his company, attendance at the January meeting to discuss their concerns in particular the heating/cooling system.

 

There was a brief discussion on the possible causes of the heat problem when a boardmember related a similar problem they had with their boiler system.

 

City Manager Wrede expressed that it would be beneficial to have the Boardmembers questions and concerns in advance so that Mr. Hirsh will be able to provide the answers.

 

Chair Hawfield mentioned the freezing problem in the parking lot, which presented a safety hazard. The City Manager was unaware of this problem and the Boardmembers updated him on the problem.

 

City Manager Wrede noted that they have been working on an electrical problem within the building and have resolved the timing issue with the lights.

 

There was no further discussion.

 


Library Director’s Report

 

A.         Director’s Report for December 2008     

 

There was no Directors Report for this month.

 

There was no further discussion.

                         

B.                   Monthly Statistics – November 2008                    

 

There was no statistics for this month.

 

There was no further discussion.

 

Committee Reports

 

A.         Art Selection Committee Report – Eileen Faulkner

 

Boardmember Faulkner reported that they have four submissions for display receiving the last one just as she was leaving the library today (December 2, 2008). She stated that one submission did not qualify.

At the last meeting they held a discussion on alternative options.

 

There was no further discussion.

 

B.         Landscape Committee Report – Kyra Wagner

 

A brief discussion regarding the usage of the large grassy area on the Library grounds for establishing a community garden to help assist the food pantry and other enterprises. Boardmember Larson commented that if the economy continues its downward spiral that it might be a best use for this area. Boardmember Wagner stated that this area was originally designated a very low maintenance area. Boardmember Larson related an article she read recently about a community garden that fed the entire community. Boardmember Wagner knew many people who would be interested.

 

The Boardmembers agreed to add this topic to the agenda under the Library Improvement Plan for January.

 

There was no further discussion.

 

C.         Library Sign Task Force

 

Boardmember Wagner reported that after the first of the year she would distribute flyers to jog local artiste memories regarding the request for proposal. The clerk reported four plan holders at this time but no submittals have been received yet.

 

There was no further discussion.

 

Public Hearing

 

None.


 

Pending Business

 

A.         Library Improvement Plan

 

a.                   Technology

 

Discussion opened on the usage of jump drives by library patrons to save research or work. Boardmember Seaman stated that she spoke with the IT personnel at the Hospital and he stated it was nothing more than programming the computers to run a virus scan of all peripherals attached to or plugged into the computer using the current virus protection software.

 

The Boardmembers would like to have the city IT personnel enlighten them on the issue the problems with allowing jump drives. Many commented that libraries all over the United States allow a patron to save onto a jump drive. Boardmember Wagner expressed the frustration when students go to the Library and perform the research needed for class assignments but cannot save their work. Boardmembers agreed and noted that this would be extremely frustrating for someone who does not own a computer and must return to the Library to work on a lengthy assignment. This was one of the top technology issues on the survey.

 

It was determined that this issue could be better addressed for the February agenda and would allow Library Director Hill to meet with Mr. Steve Bambakidis, Systems Manager.

 

There was no further discussion.

 

b.                   Outdoor signs and problem drainage

 

See comments under Visitors by City Manager Wrede.

 

No further discussion

 

                       

B.         Library – Comments, Responses, Issues and Challenges.

 

Boardmember Larson wanted to make sure that the energy problem was on the January agenda.

 

There was no further discussion.

 

C.         Youth Involvement

 

Boardmember Wagner stated that Mrs. Halseth was actively recruiting for a student member but there was a lack of interest. Boardmember Wagner was advised that they might have better luck with establishing a teen board first. Boardmember Lord commented that the Library in Ketchikan has a teen board and they could look to them to get ideas on how to get started.

Boardmember Faulkner noted that there were other sectors to look for teen recruits such as Connections and the Flex School where they may find someone interested.

This will be kept on the agenda for a progress report next month.

 

There was no further discussion.

 

D.         Censorship, Space, Book Selection and Weeding           

            a.         Article from the Library Journal, October 13, 2008

 

Boardmember Lord had requested this article to be included in the packet since she felt that the Wasilla Library was similar in many respects to the Homer Library.

 

Discussion ensued regarding the collections in the Homer library and even though they have heard comments regarding increasing the conservative or Christian collections. They have not received any complaints regarding censorship in quite some time. The Library does have established policies in place regarding collections and censorship. A brief discussion ensued regarding Borough assistance, forming a Library Service Area and Library Service Area Board may bring more funds but also have more strings attached to those funds.

 

There was no further discussion.

 

NEW BusinesS

 

Boardmember Wagner related that recently a committee has been formed to perform Community health Assessments on a large scale. The first meeting was held and attendees included businesses that would not normally be considered health related. The focus is on the overall health of a community. This Committee had a survey that was being distributed and wanted to leave some at the library but when asked the staff, not sure who, told them it was not allowed. She requested clarification that a survey should be allowed and were told no in error.

Discussion on this and a quick review of the Policies by Chair Hawfield revealed that the survey should have been allowed, maybe not right at the front counter. Boardmember Faulkner noted that they did have a rack for such items that a former employee had been working on, it was not available at this time for use.

City Manager Wrede recommended to always check with Library Director Hill on matters like this and the Boardmembers concurred.

 

There was no further discussion.

 

Informational Materials

 

There were no informational materials.

 

Comments from the PUBLIC

 

None.

 

COMMENTS OF THE CITY STAFF

 

City Manager Wrede commented on the competing sales tax ordinances that will be on the agenda at the upcoming City Council meeting. He also noted that sales taxes are how the HART and HAWSP are funded and that these taxes were voted in by the residents so those sales taxes would still be effective.

 

Deputy City Clerk Krause had no comments.

 

Comments from the Board

 

Boardmembers Wagner and Lord had no additional comments.

 

Boardmember Seaman requested clarification from City Manager Wrede if the funds left over from construction could be used for seating at the entrance of the Library. It was noted that it could possibly be used for this purpose.

 

Boardmember Faulkner wished everyone a Happy Holiday.

 

Boardmember Larson apologized for the disturbance caused by her cell phone at the last meeting and wanted to emphasize the important of resolving the energy problem.

 

COMMENTS OF THE CHAIR

 

Chair Hawfield thanked City Manager Wrede for attending the meeting and clearing up some of the issues. He appreciated all his information. He would like to see Brian Hirsh or a representative at the January meeting; he would like to have Mr. Bambakidis on the February agenda to discuss the technology issues; and he will contact Library Director Hill regarding the discussion of responsibilities and duties for the Landscaping. He thanked the clerk for her assistance and wished everyone Happy Holidays.

 

adjournment

 

There being no further business to come before the Board, Chair Hawfield adjourned the meeting at 7:35 p.m.  The next Regular Meeting is scheduled for January 6, 2008 at 6:00 pm in the City Hall Cowles Council Chambers located upstairs at 491 E. Pioneer Avenue, Homer, Alaska.

 

                                                                       

 Renee Krause, Deputy City Clerk I

Approved: